okay it's 7:15 on March 3rd we'll call to order the city of Brainard personnel and finance committee meeting and we'll start with introductions all going to large Kevin stuck just City Eng Connie hman City Finance director Nick BR City administrator Kelly B city council award
two Teresa Burke brand dispatch James gr community development director Paul googan Hightech construction Jo langle City attorney Chris sht and chair director gab Johnson chair of the committee we have seven published items we are going to add the
eighth item in front of us here we have a me memorandum of agreement with the IBEW 31 administrative support Union so we'll add that as item number eight so we're 1 minute in we're down to 14 minutes with eight items first is to approve revised special assessment
policy con actually this is Mr Dean J yeah Jesse thank you Mr chair uh at the last meeting the council requested the preferred assessment section in the special assessment policy be amended to ref uh interest acral term from 10 to 30 years and that the assessments are due with the sale of the property uh so
attached is the revision to the policy that reflects the change from 10 to 30 um on the term for interest acral uh as mentioned in the agenda item for the state statute the deferments are no longer valid once the property is sold and the policy is already reflected with that um so this does cover most of the
assessment projects that we do moving forward and the policy would apply towards these uh in discussion with the city attorney another option that Cil have would be to just remove that statement Al together um should that happen the statute would limit the assessment term to 30 years uh but the
interest would continue to acur until the assessment is paid uh another option that you could include would be to revise the policy that you could have almost separate terms for deferrals uh one set of terms for hardship deferrals and another set of terms uh for
undeveloped property deferrals uh as of right now we have the policy draft that's included that's based on the T the action taken at the last meeting but staff wanted to provide some discussion regarding some Alternatives okay thank you and your recommendation is to approve the attached revised special
assessment policy and the revisions we have in the policy are changing it to 30 years doesn't address undeveloped property so we're basically only putting 30 years of interest on economic hardship people I still move to make that
motion um I I don't want I don't want to have interest for 30 years on those people me neither no then we don't so the motion dies okay I'd suggest that we direct staff to come back in two weeks
with a undeveloped property assessment change and leave in hardships the way they are or make two separate whatever you think is easier but we're not trying we're not trying to put the screws no to the people so and not
everybody gets the undeveloped property uh uh deferment this is just for those people that we designate like Beaver Dam where we were trying to get them to approve the project we can establish that it was a
resolution at that at that time for that project so you work it out people I reset my motion motion from Kelly to come back in two weeks I'll second that two separate deferment Mr chairman add one thing to that Jesse please also look
into the people who like the last guy who was outside of the city of Brainard when the project was done what do they call that a hookup fee connection connection fee to make sure that those connection fees would be comparable to
somebody who had deferred does that make sense okay let let me do some math 2004 you had a $10,000 assessment you chose to defer cuz it's all just dirt okay 30 years later you've been paying interest at
year 28 you decide to develop and your neighbor who's outside of the city decides to come in and hook up to our sewer just like the guy that did at the end of the thing he you two should pay about the same if the property is approximately the same in other words our we had to pick a connection fee out
of the air based on expected interest of what they they would have had had they been in the city of Brer there's got to be a little better math as to a square footage for the person who comes into the city of Brer and hooks up on beaverdam road so it's not just a dart
board that's another thing you want to bring the personal finance yeah I want to bring it to PNF so we did have a connection charge that established on Bieber Dam do you recall the meeting after meeting after meeting that we argued over that I don't because I wasn't here at that point but there was a resolution that established the
connection charge and then each year they added a year of Interest up to 10 years after 10 years they did not add any more interest so it should also be 30 years just to be be comparable to this and please make sure that wherever we're at on that connection fee the
council knows what that connection fee is and it's comparable to somebody who deferred way back in his pain does that make sense so have a question but Joe can we go back and change what we did the resolutions for Beaver Dam and Riverside Justin and I talked about that
earlier that's not something I've ever seen done before we're going to look into that a little bit more because it's not covered by State Statute okay not saying you can't do it but I want to just double check but I'm just saying the person who comes in should be comparable in price to the person who's
in regardless of that we can clarify language and a draft policy that I'll say it's generic enough that we can mold it for project to project yeah if we can't go back in time that's
fine but moving forward if we have other projects okay let's move on okay we have motion a second all in favor say I sign that motion carries next up we have the uh Library exterior mechanical repairs
proposal Jesse thank you Mr chair so staff has included the proposal from Hightech for the library exterior repairs uh including a breakdown of scope in the budget uh We've looked at the different items included in there and provided some alternatives for the council to consider uh We've included alternative number one is described as
the recommended alternative which includes resurfacing of the north lot or Maple lot as it's beginning to show where in deterioration in the parking lot fund is likely to not have funds available in the few years uh when it's going to be in severe condition uh however for cost savings and alternative
without resurfacing of the lot is included uh that shows the budget estimate of just under 340,000 which is nearly 990,000 under the capital bu Bud for the project uh so depending on the scope of work the council determines uh staff would have gordian work with Hightech to verify the work items uh
match the source well bid and then formalize a price proposal as well as a purchase order um as laid out with the other attachment in the packet that five step process um and those will be uh presented to the council at a future um meeting for approval before the
contractor will get the go ahead okay I do not support resurfacing the paid lot the maple parking Maple Street lot is not a library lot it's a least parking lot it has a parking lot fund if that fund doesn't have enough money that's
that funds problem we don't just take money from the taxpayers because we feel we have some left over on the project right we bid this project out it came back at 338 to do what we needed done I don't see any sense in adding a parking lot to
it I don't think it's right so I would like to see alternative too move to approve without the parking lot I'll second any discussion nope all in favor all in favor say hi I didn't hear you I thought you were talking to
him no we're we're the motion carries it was it was to you did good fix the building without doing the parking lot yeah we can do the parking lot just should come out of the parking lot F yeah okay number three Municipal dispensary license Nick James nick uh so
Council directed staff to work with potential um business partners to have a municipal cannabis store in so we submitted an RFP that's hit the street when we're going to we have 30 days since the last meeting to get responses concurrently with that if this is a path that the council decides they may want
to go down we also need to apply for a state license uh and state Municipal license and that the expiration for that deadline is the 14th of this month and it will cost $2500 for the city to apply for that license $2,500 is not reimbursable so if we apply for that
license that money's gone we'll never get it back whether we choose or not we may choose we may not to choose to go down this path and actually have a municipal you like a million dollars is that real well a million isn't real maybe something is the thing that worries me I
can go either way on this because it's it could be a waste of $2,500 if we don't move forward with the municipal but if we want to move forward with the municipal today in 5 years and 10 years as far as we know right now the application deadline closes March 14 2025 and they haven't ever announced
another opening if it's going to open back up so I could go either way looking for a motion I would move that we spend the 2500 I'm going to vote no okay I'll
second all in favor say I all right next up is except resignation of CSO Joshua Winslow yes he submitted his resignation effect of Mark 5 and we recommend a back fi the position move to approve second all in
favor say I I I post same sign that motion okay carries accept Donley resignation donle submitted his resignation effective February 28th and we asked to back fill the position gu we just tired
yeah L months have a motion second did he say why he got a different job somewhere else all in favor say I oose same sign that motion carries ratify the hiring of Wyatt cribble Chris yes um asking to
ratify a hiring at step three in effect of March 17th so move second and the step three is because he is coming from a different street department has a few years experience and really already we don't have to pay for that he also um is a DOT inspector so
that's another bonus for us to have them on staff all that say I same sign next up fired contract formula informational Connie give me your best 30 seconds on it um this is the information that was provided to the townships at the
February 19th meeting the same costs and factors have been used in the P per the contract agreement with the country areas um a memo was sent out to the township was also included in the packet overall in cost increased about $46,800
the city share went up about $17,500 and council member Johnson has asked that the agreements be reviewed during this year every year it comes to this and it's just informational it's already done in the council doesn't really have any time to take action so I think we should look at the fire formula I think
we should look at the service District may maybe get an administrated fee maybe see if there are adjustments can be made but we haven't looked at it in 12 years at least the fire Advisory Board looks at it every year though yes yeah but we've talked about it for years and years about re looking at that formula
but it's been approved by the fire it has been and this is the details was in the memo exactly what we used move to approve there's no need to approve it it's already been it's informational we that's why I want to talk about it because we can't approve any okay final
it final item is the memorandum of agreement with IBEW administrative support approving four new positions in the technology department Chris so we met with them today and the union has agreed to the
wages we proposed at 3:45 um at 6:45 move to approve second thank you Chris all in favor say I iose same sign that motion carries God we could have went